Hotel Accounting guide

Banquet Accounting, Package Splits and Deferred Revenue

Run each event as its own ledger, hold banquet deposits as client money, split package rates for management accounts and defer unearned room revenue.

You find out whether each function actually made money. Picture a wedding confirmed in March, a deposit paid in April, the event in November, the bill the next morning and the florist's invoice in December. The books showed what was billed, not the event's profit or the client money held in October.

Each event has its own ledger

Deposits are held as the client's money, and become revenue only once the event takes place.
Every charge on the function folio counts as event revenue.
You can tag any line of a supplier bill to the function.
Margin is shown once the final bill is in.

Total banquet advances on any date are a single figure.

Splitting a package

A CP rate sells the room and breakfast at one price. The invoice says "Room charge" and GST goes by the main supply, which is correct for billing. Management accounts need breakfast's share and the F&B effect of breakfasts not eaten. A rule on the rate plan does the split, and the invoice is never altered.

Revenue is earned on the night

An advance for next month's stay stays a liability until that night is posted. A deposit schedule sets money held against money earned, with the gap visible on your balance sheet.

Other Hotel Accounting guides

Double-Entry General Ledger Built for HotelsYour night audit posts straight into a double-entry hotel ledger, kept per company, with control accounts checked and no unbalanced journal allowed. Accounts Receivable and City Ledger for HotelsTrack hotel accounts receivable invoice by invoice: allocate receipts, record TDS and short payments, age debts and send reminders automatically. Vendor Payables With Three-Way Bill MatchingKeep one vendor master with PAN, GST, MSME and TDS details, and match each vendor bill to the GRN and purchase order before it becomes payable. TDS Deduction, Challans and 26Q for HotelsTDS for hotels done right: dated section rates, yearly thresholds, lower-deduction certificates, monthly challans and the quarterly Form 26Q. Vendor Payment Runs With NEFT Bank FilesPay vendors in one run, MSME suppliers first, with an NEFT bank file, remittance advice, retention and advances handled, and a single journal. Bank Reconciliation and Cash Position for HotelsRun hotel bank reconciliation line by line from imported statements, manage the till float and petty cash, and see your cash position on one screen. Payment Gateway and OTA Payout ReconciliationReconcile gateway payouts and OTA remittances booking by booking, so card fees, OTA commission and the GST on it are posted, not lost. GSTR-1 and GSTR-3B Filing for HotelsPrepare GSTR-1 and GSTR-3B from your hotel's books in the portal's format, reconcile input credit with GSTR-2B, and file per GSTIN. GST E-Invoicing With IRN and Signed QRRegister hotel B2B e-invoices with the IRP automatically, print the IRN and signed QR, and cancel within 24 hours or issue a credit note. Export to Tally, Zoho Books and QuickBooksExport each day's accounts a single time to Tally, Zoho Books or QuickBooks, tracked as numbered batches, plus a signed webhook for other systems. Food Cost and Cost of Sales From Real ConsumptionSee true hotel food cost: cost of sales comes from what the kitchen consumed, not what was bought, and unused stock counts as an asset. Fixed Asset Register and Depreciation for HotelsKeep a hotel fixed asset register with tags and locations, two depreciation books, disposals, physical verification and capital work in progress. USALI Operating Statement With GOP and GOPPARGet the USALI operating statement owners and lenders expect, with departmental profit, GOP and GOPPAR, cash flow, KPIs and a column per hotel. Hotel Budget, Variance and Rolling ForecastBuild a hotel budget by account and month from occupancy, ADR and covers, approve it with two people, track budget vs actual and roll the forecast. Import Payroll Into Your Hotel BooksImport your monthly payroll by department, post one journal with PF, ESI, PT and TDS, then pay staff and each authority with a challan. Group Consolidation Across Your HotelsConsolidate P&L, balance sheet and trial balance for a hotel, a company or your whole group, plus an owner statement with equity, payouts and FF&E reserve. Foreign Currency Invoices and Month-End RevaluationInvoice overseas agents in foreign currency, keep the rupee value, and revalue open balances at month end with exchange gain or loss posted. Accounting Anomaly Alerts and Fraud ChecksDaily rule-based checks flag duplicate bills, odd journals, cashier voids, price drift, bad GSTINs and uncharged rooms; a person decides every alert. Month-End Close Checklist, Approvals and Daily Sign-OffLock each month only after a month-end close checklist passes, snapshot the trial balance, route sensitive actions for approval and sign off every day. Coming Next in Hotel AccountingThe hotel accounting roadmap: intercompany posting, multi-book and leases, bill OCR, plain-language questions and approvals on one workflow.